Terms and Conditions

Parties

The following Terms and Conditions relate to all events promoted by Equinox24 Ltd.

Definitions

From this point forward the following will be referred to as:- “the Organisers” are the above named Equinox24 Ltd. “the Competitors” are all competitors both prospective and successful “the Events Office” is Equinox24 Ltd, 4 Lawson Close, Sileby, Leicestershire, LE12 7SR. “the Withdrawal Date” of an event is two calendar months prior to the date of an event. “Closing Date” of an event is one calendar month prior to the date of the event unless otherwise stated on the Website. “the Website” is www.equinox24.co.uk “Race Information” is all information about the race provided by the Organisers on the Website or in pre-race emails to Competitors. “Team Creator” is the person who paid The Organisers for the team entry fee. “Team Members” are those who have joined a team as an additional member, not a Team Captain or Team Creator and who have not paid the Organisers an entry fee. The “Cut Off Date” is the date by which all details on the entry system must be correct and no further amendments can be made. This date will be confirmed in the Race Information.

Conditions of Entry

By entering any events run by the Organisers, either by using the online entry system or paper entry, Competitors are agreeing to abide by the following Terms & Conditions as outlined below. Cashing of Competitors’ cheque or completion of the transaction through the online entry system, confirms the Competitors’ place in the event for which they have applied.

Competitors agree not to hold The Organisers, its sponsors, partners, employees or those of Belvoir Castle Estate and its associates liable for mishap or injury sustained over the duration of the Equinox24 2017 event.

Competitors agree to take part on the understanding that this is an endurance event which will require strenuous physical activity and running day and night on uneven, unlit terrain and when they are lacking sleep. They must understand the risks and be confident that they are fit, well and able to take part.

Solo and Pair category competitors must be aged 18 or over. Team category competitors may be aged 16 or over and 10k event runners must be aged 15 or over. For those under the age of 18 parents must be confident in the competitors’ ability to complete the event and understand that they must take part unaccompanied and will be unsupervised while out on the course.

Competitors agree that the size stated on the entry form does not guarantee availability of a garment of that size, if offered. Sizes are a guide only and if garments are offered we cannot guarantee that the requested size will be suitable, and no replacement will be offered.

Competitors agree that the entry fee is solely for taking part in the event and does not include any services or gifts which sponsors may choose to provide on the day or as a continuation of gifts or services provided in previous years.

The Organisers will only deal with the Competitor who paid the fee for their entry with regards to financial matters such as refunds, cancellations and payments. Where a Competitor has entered a category where no fee was payable directly to the Organisers for their place ie additional team members other than the Team Captain/Team Creator, no financial relationship is entered between that competitor and The Organisers.

Team members will not be able to compete at the Event if they do not have a Team Creator who has paid the team entry fee in full for the correct category or who has withdrawn without replacement.

If a Team Creator withdraws from the Event without transferring their entry and there are Team Members registered to the same team, the Organisers will endeavour to inform the team members (via the email address) provided of the withdrawal and that they will be also be withdrawn or will need to move to an alternative team.

Competitor Withdrawal

If for any reason the Competitors who have already successfully paid and entered an event find themselves unable to race and wish to withdraw from the event, the Competitors must inform the Organisers in writing. This must be done initially via e-mail, if possible, to the e-mail address provided on the Website. Competitors should receive a confirmation of their withdrawal within 14 working days. If this confirmation is not received, the Competitors should contact the Organisers immediately to verify receipt of their request to withdraw. It is the responsibility of the Competitors to ensure that their request has been received. Alternatively, if you do not have access to e-mail, postal withdrawals can be made in writing but the Organisers are not responsible for delays or loss of post and suggest that the more secure method of withdrawal is via e-mail and this method should be used when possible. Postal Withdrawals should be forwarded to the Events Office.

Team Members should contact their Team Creator who is responsible for removing them from the team should they wish to withdraw. Team Creators are responsible for ensuring that the details of their team and Team Members are correct on the Entry System before the Closing Date or Cut Off date whichever is sooner. The Organisers have no responsibility with regards to payment for and refunds of team member places.

Competitors who do not notify the Organisers, following the above outlined procedure, of their wish to withdraw from an event until after the Withdrawal Date and competitors who do not attend the race/event, will not receive any form of refund/credit and forfeit any gifts, services or benefits offered by the Organisers or their sponsors and partners to Competitors who compete at the Event. Competitors who withdraw from an event prior to the Withdrawal Date will receive a refund in line with the policy outlined below.

Refund Policy

No deferrals are offered to future events or alternative events.

Transfer of Entry:

Transfer of your race entry to another runner is down to the discretion of the Organisers. Competitors who have paid The Organisers directly for their place must email [email protected] to request a transfer of their place to another runner. Competitors will not transfer their entry to another person without prior consent from the Race Organisers. A transfer fee may be applicable if Transfer is agreed to by The Organisers.

In the case of Team Members, there is no need to contact the Organisers to transfer Team Member places before the Cut Off Date. Team Creators should log in using the details from their confirmation email and can make changes to Team Members details before the Cut Off Date. After the Cut Off Date, please email [email protected]

If the Competitor wishes to withdraw, Competitors who inform the Organisers in writing of their wish to withdraw from an event according to the conditions outlined above and by the dates stated are entitled to the following refunds:

Withdrawal up to 3 calendar months prior to the Event: 50% refund of the original entry fee paid directly to the Organisers.

Withdrawal up to 2 calendar months prior to the Event: 25% refund of the original fee paid directly to the Organisers.

After 2 calendar months before the event no refund or deferral will be offered.

Completion of Entry Form

It is the Competitor’s responsibility to ensure that all information entered, either via the online entry system or paper entry, is correct. If any Competitor information is incorrect on the entry system, Website or in Rae Information, it is the responsibility of the Competitor to inform the Organiser of the correct information. Whilst the Organisers will try to solve any problems that arise through incorrectly completed entry forms, if any section of the entry form cannot be understood or read, then the Competitor may not secure a confirmed place in the event and could lose their right to a prize.

Race Information

All necessary Race Information relating to events is published on the Website or will be sent by email to the email address provided on the entry form. All information provided is provisional unless stated otherwise. Please note that details of individual events as published on race entry forms and provisional Race Information is subject to change without notification. Updated details of any alterations to the Race Information initially issued, will be made available on the Website as soon as possible. It is the responsibility of Competitors to ensure they have accessed the relevant information relating to their event.

Registration at the event

Details of event registration times relating to specific events will be posted on the Website. All Competitors are required to attend registration within the times specified. Competitors who do not attend registration within these times will not be allowed to race and will forfeit their place in that event and will not be entitled to a refund. It is the responsibility of Competitors to ensure they have accessed the relevant information relating to registration at their event.

Photography

The Organisers retain the right to use images, video and photographs taken by their contracted photographers and employees at the event without informing Competitors or giving recompense to Competitors. These images can be used for promotional purposes as undertaken by the Organisers and their partners, which will cover a range of possible uses including (but not exclusively) advertising press and media, printed information items, editorial coverage and any other promotion directly related to the Organisers or their sponsors.

Camping

Any competitors camping do so at their own risk and are responsible for the security of their own property. The Organisers will not be held responsible for any loss of property. Campers also agree to follow the camping rules as set out in the Race Information and Event Safety Guide. Those not doing so may be asked to leave the site and will forfeit their place in that event and will not be entitled to a refund.

Prizes

Competitors who are awarded a prize are required to attend a prize giving in order to receive their prize. If prize winners are not in attendance at the prize giving they forgo their right to the prize and the prize will not be awarded.

Event Changes

The Organisers have the right to change any aspect of the event for the reason of safety without prior notice.

Event Cancellation

If the event is cancelled or postponed for reasons beyond the control of the Organisers due to unforeseen, naturally occurring events that were unavoidable, including an ‘act of God’, the Organisers will issue a Credit Note to the value of the original entry fee to all Competitors with a confirmed paid entry. If an event is cancelled by the Organisers for other reasons, the Organisers will offer a full refund to all Competitors with a confirmed paid entry.

Right of refusal for entry

The Organisers retain the right to refuse or revoke entry to any Competitor, where they believe that accepting the entry could prejudice the event, the promotion of the event, organisation of the event, their sponsors, associates or staff. This right of refusal extends to include applications where acceptance is considered by the Organisers to be likely to infringe upon the enjoyment of any persons connected with the event, including staff, marshals, volunteers & other competitors.

Newsletter

When entered into a team either by a Team Creator or yourself, your email address will be added to the Equinox24 Newsletter list and Equinox24 2018 competitor list. You can unsubscribe from either list at any time. Please note – we will use the Equinox24 2018 Competitor list to email all vital race information. If you unsubscribe from this list you may not receive race information by email. Details of which list you are receiving an email from will be at the bottom of each email along with unsubscribe options.

The following Terms and Conditions relate to glamping tent hire at Equinox24

A 50% deposit reserves your tent but your booking is not confirmed until you have paid the full amount. If you have not paid in full by 1st September your booking will be cancelled and your deposit cannot be refunded.

Cats/Dogs or any other animals are not permitted inside the bell tent.

The hirer will take all reasonable steps to make sure that the equipment is not at any time altered or interfered with.

Any damage/theft caused to the bell tents and its equipment and furnishings will be the hirers fault and the hirer will be invoiced for the damaged caused.

The hirer takes full responsibility for the actions of third parties that cause safety issues or fire risks and consequences that result from such risks.

Any fire or barbecue or fire bowl must be situated at least 15 feet away from the bell tent and must be extinguished when un-attended.

No smoking inside the bell tents.

No fires, cigarettes, candles or any cooking equipment are allowed inside the bell tents.

All doors should be closed and secured when the hirer leaves the Bell tent.

The hirer is prohibited from hiring, selling or parting possession from the equipment for the duration of the hire period.

In adverse weather the bell tents may leak. The bell tents have vents, windows and zips which in torrential rain may let in some water.

Equinox24 cannot be held responsible for bad weather or acts of God.

When you vacate the tent please close the doors.

The bell tent is not to be used in excessive wind speeds and should be evacuated if this is the case. Refunds will not be given.

The hirer accepts full responsibility for the safety of the bell tent equipment and the safety of any person who makes use of the bell tent for the duration of the hire period.